REQUIREMENTS AND POLICIES MANUAL

Miscellaneous Invoice Requests

Title:

Miscellaneous Invoice Requests

Publication date:

3/25/2013

Effective date:

12/1/2010

BRIEF

Policy Summary

This policy provides guidance for the preparation and submission of miscellaneous (manual) invoice requests. Contract Accounting prepares miscellaneous invoices at the request of a Berkeley Lab division seeking reimbursement to third parties for Laboratory services not covered by another contracting method.

Who Should Read This Policy

Any employee involved with the process of getting reimbursed for Laboratory services not covered by another agreement with a third party

To Read the Full Policy, Go To:

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Contact Information

POLICY

A. Purpose

The purpose of this policy is to provide guidance and establish requirements for the preparation and submission of miscellaneous (manual) invoice requests at Lawrence Berkeley National Laboratory (Berkeley Lab).

B. Persons Affected

Any employee involved with the process of getting reimbursed for Laboratory services not covered by another agreement with a third party

C. Exceptions

Not applicable

D. Policy Statement

Contract Accounting will prepare miscellaneous invoices at the request of a Laboratory division to seek reimbursement to third parties for Laboratory services not covered by another contracting method (e.g., costs that are covered by a Memorandum of Understanding [MOU] agreement between the University of California Office of the President [UCOP], the UC campus, or other universities or entities and the Laboratory).

The invoice request must be for an allowable cost.

The miscellaneous-invoice process cannot be used in lieu of established Laboratory, Department of Energy (DOE), or University of California (UC) policies or procedures.

Enter, print, and mail all miscellaneous invoices. Invoices are mailed once monthly after the closing process.

If a miscellaneous invoice remains unpaid after 60 days, the division will be contacted for assistance.

After 120 days, the debt may be transferred to the DOE Chicago Operations Office for submission to the Department of Treasury for collection.

E. Roles and Responsibilities

Managers, supervisors, and employees have the responsibility to adhere to the provisions of this policy.

F. Definitions/Acronyms

Term

Definition

Cooperative Agreement

An agreement between the University of California and one or more participants under which the government (through Berkeley Lab) provides personnel services, facilities, equipment, or other resources (with or without reimbursement) towards the conduct of specified research or development efforts that are consistent with the mission of the Laboratory

Compensation above Salary Limits for Work for Others Agreements

Compensation for researchers working on grants and cooperative agreements may be subject to limitations by federal law or provisions of specific Work for Others agreements. The cost of salaries and wages in excess of the limitations are unallowable under Contract 31 and must be covered by bestowments or other non-federal funds.

Work for Others (WFO)

The performance of work for non-DOE entities by DOE/contractor personnel and/or the utilization of DOE facilities that are not directly funded by DOE appropriations

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